Integrated Ocean Drilling Program

Travel Support

Travel Forms and Policies

General Guidelines

Download Travel Manual (106.11 KB)

Reimbursement Guidelines

Forms:

Travel Authorization Request (224.5 KB)

Travel Expense Report 2007(209 KB) – Effective January 1, 2007

Travel Expense Report 2008 (215.5 KB) – Effective January 1, 2008
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IODP Management International, Inc.
Travel Reimbursement Guidelines
May 2006

This memorandum is a summary of the travel reimbursement guidelines adopted by IODP Management International, Inc. (IODP-MI). For complete details and forms please refer to the IODP-MI Travel Policy Manual.

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General Guidance

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IODP-MI Personnel:

Travel must be pre-approved by your supervisor.

A travel authorization form must be completed and submitted to the Finance and Administrative Officer after approval.

Expense reports must be approved by the supervisor and submitted to Finance for reimbursement within 30 days of the completion of the trip.

Non-IODP-MI Personnel:

Expense reports must be submitted to Finance for reimbursement within 30 days of the completion of the trip.

All travelers:

Per diem rates can be found at the following sites:

Domestic

International

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Travel Reimbursement Guidelines

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May 2006

Moderate priced lodging is appropriate. Lodging should not exceed more than 15% over the US Government’s lodging per diem. If lodging has been selected for a group meeting, then the traveler should use the approved lodging. If other lodging is used, the traveler will only be reimbursed up to the block room rate at the selected hotel.

Travelers can be reimbursed for meals on a per diem basis. The traveler can choose to be reimbursed based on receipts up to 125% of the per diem allowance averaged for the trip taken as a whole. A meal log form and receipts will be necessary for this method. Also, a justification for using this method will be required.

Part of the travel regulation regarding per diems on the first and last day of travel is included below.

§301-11.101 What allowance will I be paid for M&IE?

(a) Except as provided in paragraph (b) of this section, your allowance is as shown in the following table:

When travel is			Your allowance is
More than 12 but less than 24 hours			75 percent of the applicable M&IE rate.
24 hours or more, on	The day of departure	75 percent of the applicable M&IE rate.
	Full days of travel	100 percent of the applicable M&IE rate.
	The last day of travel	75 percent of the applicable M&IE rate.

Receipts are required as follows:

All lodging –Meals over $25 if individual receipt basis is utilized instead of a per diem

Miscellaneous expenses over $25 each

All airlines, trains and rental cars

Parking and tolls over $25 each

U.S. Flag air carriers must be used unless it is considered unavailable. A Certificate of Unavailability must be completed and approved if a non-US carrier is to be used.

Coach class travel is required unless it is unavailable and the flight is urgent. Coach class tickets must be purchased at the lowest available price for the trip. Nonrefundable tickets must be purchased unless approved by IODP-MI management prior to purchase. Y Class and similar full fare coach tickets will only be reimbursed up to the amount that the lowest fare ticket would have cost. When a flight exceeds 14 hours in duration, IODP-MI may purchase for the traveler, the least expensive economy fare ticket that ensures the traveler is able to use their personal frequent flyer miles to upgrade. If the upgradeable airline ticket cost exceeds a 30% increase over what it would have cost to purchase the least expensive ticket, then this type of fare purchase will not be authorized. If the higher fare is purchased, IODP-MI will only pay the cost of the least expensive fare ticket plus 30%.

The approved mileage rate for use of a personal car is based on the IRS rate, which is currently .485 cents per mile (effective January 1, 2007).

Unallowable expenses include entertainment, alcohol, personal items, fines and field trips. Entertainment expense may be allowable from corporate funds if pre-approved by your supervisor.

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For questions please contact:
Therese Lowe
IODP Management International, Inc.
815 Connecticut Ave, NW, Suite 210
Washington, DC 20006
USA
202-465-7500 – phone
202-955-8363 – fax

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Download Travel Manual (101.28 KB)
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